Entering a Requisition to Create a Blanket Purchase Order (One Line)

Transcription

1 Entering a Requisition to Create a Blanket Purchase Order (One Line) Blanket Orders are not line-item specific. Departments may use Blanket Orders on a recurring basis to set aside a sum of money to a specific vendor. They are frequently used for Services and Labor and Materials Construction projects. A Blanket Order must contain the date that the blanket order will remain in effect. The end date may not exceed the life of the fund that is charged to the blanket order. Blanket Order lines can be issued against a requisition line quantity of 1 only. Blanket Orders shall not be issued to purchase equipment items or for requisition lines that originate from the UMass Marketplace. You can now mix blanket order lines with non-blanket order lines on a single requisition. This is helpful if you have one line that will require multiple invoices and another that will not. Upon completion of this topic, you will be able to enter an eprocurement requisition to create a Blanket Purchase Order. Note: The policy for the use of forms, documentation requirements, and how Blanket Orders are used may vary by campus. The vendor used and the scenario depicted in this topic are for training purposes only. Procedure Consider this scenario: Your goal is to enter a Requisition to create a one line Blanket Purchase Order. Key Information: Vendor: Henry L. Smith Item Description: Henry Smith Lecture Series to take place 5/1/11 through 6/30/11 Price: 800 Quantity: 1 Unit of Measure: EA Category: Step 1. Begin by navigating to the Create Requisition page. Click the Main Menu button.

2 2. Click the eprocurement menu.

3 3. Click the Create Requisition list item. Step 4. Use the Create Requisition - Define Requisition page to enter the Requisition Name, Line Defaults, and UMass Requisition Information. 5. Use the Requisition Name field to provide a clear, searchable name for your requisition. This name will carry forward to the PO Reference field on the purchase order. Note: This field is limited to 30 characters. If left blank, the Requisition ID number will be assigned as the Requisition Name.

4 6. Enter the desired information into the Requisition Name field. Enter "RICE BLANKET PO LECTURES". 7. Click the Vendor Lookup button. Step 8. Use the Vendor Search page to find the vendor by entering specific search criteria. Note: You may search on any part of the vendor's Name. All values in the Vendor File that contain your search criteria will be returned. 9. Enter the desired information into the Name field. Enter "SMITH". 10. Click the Find button.

5 11. The search results display. All records that contain the word "Smith" anywhere in the vendor Name are returned. Vendor File is shared by six campuses. Frequently, multiple order addresses will display. Order addresses may vary by campus and it is up to the operator to know which order address is appropriate for the requisition. 12. In this example, you want to select the Vendor ID for Henry L. Smith. Click the link in the Vendor ID column.

6 13. Enter the desired information into the Unit of Measure field. Enter "EA". 14. Do not use the Line Defaults section to enter the Category and/or the Account code. Please follow the instructions for Category and Account later in this topic. 15. Review and update the Location field, if needed. 16. In this example, you will update the Location field. Click the Look up Location button.

7 17. Enter the desired information into the Location Code field. Enter "WHI". 18. Click the Look Up button.

8 19. Click the WHI00000B4 link in the Location Code column. 20. The SpeedChart Key field auto-populates all requisition lines going forward based on the SpeedChart selected. 21. Enter the desired information into the SpeedChart Key field. Enter "100001". 22. The chartfield information (e.g., Fund, Dept) related to the SpeedChart Key will populate upon your next action (i.e., clicking the UMass Requisition Information link). If you would like to see the information before navigating to another page, you can click the Details tab and return to the Chartfields1 tab. The chartfield information should then display. 23. Click the UMass Requisition Information link. Step 24. Use the UMass Requisition Information page to enter contact information for the person responsible for responding to inquiries regarding the requisition. Note: Information entered on the UMass Requisition Information page applies to all lines of the requisition and cannot be modified at the line level.

9 25. Enter the desired information into the Contact Name field. Enter "Rice,Marybeth". 26. Enter the desired information into the Contact Phone field. Enter " ". 27. Enter the desired information into the Department field. The department is printed on the purchase order so be sure to choose a department with a clear description. Enter "A ". 28. Click the OK button. Step 29. Note: The Continue button is no longer available. You must click on the 2. Add Items and Services link at the top of the page to continue entering the requisition. 30. Click the 2. Add Items and Services link.

10 31. The Create Requisition - Add Items and Services page opens. Select the Special Request tab if it is not already selected. In this example, the Special Request tab is selected. 32. Click the Special Item link.

11 33. Use the Special Request - Special Item tab to enter the Item Description, Price, Quantity, and Category information for your line item. If you did not enter the Unit of Measure on the Define Requisition page, you are required to enter one on this page. Note: Information entered in the Special Item section applies only to this line item of the requisition. 34. Enter the desired information into the Item Description field. Enter "HENRY SMITH LECTURE SERIES TO TAKE PLACE 5/1/11 THROUGH 6/30/11". 35. Enter the desired information into the Price field. Enter "800". 36. Enter the desired information into the Quantity field. Enter "1". 37. Click the Category Lookup button.

12 38. Click the Search By list.

13 39. Click the Description list item. 40. You can enter a partial or full description in the Find field. In this example, you will enter a partial description of "Lecture". 41. Enter the desired information into the Find field. Enter "Lecture". 42. Click the Find button. Step 43. Click the link in the Category column.

14 44. Use the Add Item button to add this line item to the requisition. Click the Add Item button.

15 45. The Special Item page refreshes. All fields are blank except for the Vendor ID, the Vendor Name, and the Unit of Measure fields. You can now enter additional lines. Note: You can enter non-blanket order line items on a Blanket Order Requisition. The blanket order information is selected at the line item level on the Review and Submit page. For this example, you only need to enter one line item on the requisition. 46. Click the 3. Review and Submit link. Step 47. Use the Create Requisition - Review and Submit page to review your requisition line information and make updates to the line details. 48. Click the Line Details button.

16 49. Use the Line Details page to select the Blanket checkbox, which identifies that the requisition line item is a blanket order. 50. Any lines on a requisition that have the Blanket checkbox selected will be blanket order lines. When this checkbox is checked, the system will automatically change the requisition line to be distributed by Amount from Quantity (i.e., change the line quantity to 1 and recalculate your line dollar amount). 51. Click the Blanket option. 52. Click the OK button.

17 53. Click the Yes button. Step 54. Review the Price and Total of the line item. 55. Click the Save & submit button. 56. For Campuses that manually budget check, you can use the Check Budget button at the bottom of the page to run budget check. Note: Some Campuses manually run the budget check process while others wait for batch to pick up the requisitions. Please follow your Campus business process for budget checking.

18 57. Congratulations! You have successfully entered a one line requisition to create a blanket purchase order. End of Procedure.